Document Controller
econstruct
مجموع سنوات الخبرة :18 years, 2 أشهر
• Establish and maintain library of reference documents.
• Update document control systems and prepare document report daily. (RFI’s, Shop drawings, Material Submittal, Method Statements etc.)
• Prepare minutes of meeting.
• Reconciliation and reporting of Site staff timesheets management.
• Provide information and prepare reports to project team as required.
• Receive documents/ workflows from client and contractor and delegate it to the designated engineer.
• Log the received documents and distribute then within the project team as per distribution matrix.
• Prepare transmittals and transmit documents to the client/ contractors using ACONEX.
• Provide assistance to the project team members in handling documents and follow up timely actions.
• Ad hoc duties as required.
• Development of a staff planning process in support of resource demand management.
• Maintenance of a commercial model to forecasts profitability on a monthly basis.
• Development and maintenance of utilisation tool which supports the optimization of existing staff.
• Review CVs and evaluate their grade within client-defined structure.
• Prepare and process Authorisation to Mobilise (ATM) documentation for potential team members.
• Transmit ATM submissions to the client via Project Management Information System (PMIS).
• Log all outgoing ATM submissions on the Document Control tracking sheet and closely monitor its status.
• Obtain document/correspondence reference number using the PMIS.
• Log all document reference number on the metadata sheet.
• Use SharePoint for document’s management, search, track and storage.
• Closely liaise to the client/PMC for the candidate’s interview schedule and ATM approval.
• Manage and update ATM tracker and send to recruitment team weekly.
• Update Organisation Chart in line with team development using Visio.
• Management of Site supervision vehicle fleet.
• Reconciliation and reporting of Site staff timesheets management.
• Prepares and manage staff performance summary sheet for the monthly report.
Originally hired as Deliverables Coordinator reporting to the Stakeholder Management Director. Due to the Programme demand, was delegated as Personal Assistant to the Professional Services Director.
DELIVERABLES COORDINATOR, May 2014-September 2016
• Principal duties includes coordination with the Utility & Permits Manager, Stakeholder Director and Professional Services Director to ensure all necessary data and information is captured in all documents/ deliverables related to Stakeholders of the programme.
• Work closely with the Stakeholder Management team ensuring documents, reports, meeting minutes and letters are prepared accurately and competently within agreed time scales, dispatches and tracks to assure delivery of important documents.
• Utilise interface management tools, such as Microsoft Office Programs and electronic data management systems (Aconex and CTS) to track and monitor the exchange of information pertaining to the Stakeholder Management.
• Manage the preparation and submission of document/correspondence to specific Client management systems.
• Creates and maintains comprehensive and organized filing system for important and any other general documentation.
• Create correspondence folder for each stakeholder.
• Monitors all outgoing and incoming correspondence within the Stakeholder Management Department.
• Provide regular status reports to Utilities/ Permits & Coordination Manager, Stakeholder Director and Professional Services Director.
• Effective diary management of direct manager and stakeholder team.
• Manages the directory of all the Stakeholders contact persons.
PERSONAL ASSISTANT
• Provides a complete administrative and secretarial service to the Professional Services Director including time management, diary management, travel arrangements and other ad hoc activities as requested.
• Prepares memos and other business related correspondences, dispatches and tracks to assure delivery of important documents.
• Prepares and updates reports, meeting agenda and presentation; as well as collates and distributes inputs from and to concerned parties/departments.
• Assists in planning and execution of executive meetings, internal and external.
• Receives and screen visitors and telephone calls; handling issues and responds to requests of information or refers the matter to the appropriate department.
• Performs other administrative duties assigned by the Executive Assistant including providing back up during her absence.
• Project Coordination and obtain trial trench and construction NOCs from Service Authorities (Road and Transportation Authority, Dubai Electricity and Water Authority, Dubai Municipality, & Telecom Companies, etc.) and other relevant third party companies.
• Prepares all necessary documents, cover letter and drawings for the NOC application.
• Produce and maintain Document Progress Report to Construction Manager.
• Create Document Control and correspondence folders for each site work.
• Generate various progress reports as required.
• Ensure all templates used conform to the company standard.
• Knowledgeable with the RTA online portal for the applications of NOCs.
• Review and modify design drawings, layout plans and right of way cross section drawings as per authority’s requirements and specifications.
• Establish and obtain registers of all receipts and issues or submissions of documents and correspondence.
• Responsible in coordination with site to identify documents required for completing the work as early as possible.
• Management of submissions and follow up with Service Authorities.
• Attend site meetings - chair as required.
• Prepares minutes of meetings with client.
• Monitors and revalidates No Objection Certificates.
• Prepares necessary documents for the release of bank guarantees from the RTA Roads Maintenance Department.
• Distribute latest approved related documents and drawings to the site engineers and subcontractors.
• Monitor the cash deposit and bank guarantee refund from the RTA.
• In charge for the settlement of fines from Authorities.
• Implementing the agreed action plan to the agreed standards and deadlines.
• Ad hoc duties as required for the project.
• Project Coordination and obtain trial trench and construction NOCs from Service Authorities (Road and Transportation Authority, Dubai Electricity and Water Authority, Dubai Municipality, & Telecom Companies) and other relevant third party companies.
• Prepares all necessary documents and drawings for the NOC application.
• Review and modify design drawings, layout plans and right of way cross section drawings as per authority’s requirements and specifications.
• Knowledgeable with the RTA online portal for the application of NOCs.
• Establish and maintain registers of all receipts and issues or submissions of documents and correspondence.
• Preparation and issuance of correspondence via EDMS (Aconex) for submissions to Authorities.
• Produce and maintain Document Progress Report to Construction Manager.
• Ensure all templates used conform to the company standard.
• Create Document Control and correspondence folders for each site work.
• Responsible for the coordination with work sites to identify documents required to ensure early completion.
• Verify that “as built” changes are being documented as construction progresses.
• Attend site meeting - chair as required.
• Submit and obtain traffic diversion plan to RTA Traffic and Safety Department.
• Distribute latest approved related documents and drawings to the site engineers and subcontractors.
• Monitors and revalidates No Objection Certificates.
• Arrange shutdowns letters and schedules as required.
• Implementing agreed action plans to the requisite standards and deadlines.
• Monitors Snag List for the handover stage.
• Ensuring the effective preparation and delivery of project events and meetings together with the production of all necessary documentation.
• Ad hoc duties as required for the project.
• Responsible for making Inspection and test request for site activities related to utility diversion.
• Development and production of daily site schedules (red line and green line), manpower reports and for other Programs needed for the Utility Diversion weekly reports.
• In charge for the application and revalidation of the design and construction NOC's for redline.
• Responsible for the timely issuance and monitoring of shutdown letters for utility diversion required by the relevant Authorities (DEWA/DM).
• Also responsible for the concrete order request.
• Represented the Utility Diversion’s QA Department at meetings and the accurate recoding and production of minutes of meetings.
Technical Support Representative, October 2006-May 2007
Work with the largest AT&T Technical Client Support organisation in the world, troubleshooting customer’s internet issues. Answers inbound calls. Provides technical support to all AT&T customers. Implementation of Siebel coyote, Siebel and CRG software. Quickly and effectively solve customer challenges. Schedule appointments for customers as necessary. Place order of customers. Maintain quality control/ satisfaction records, constantly seeking new ways to improve customer and technical service.
Responsible for packing of units produced at the shipping area. Checks the quantity and device name of the lots. Verifies other information on the inner and outer label through scanning at the auto-pack labels of the device. Fills out all the required information on the PTSS. Participates in the productivity, quality, cycle time and other program of Texas Instruments which include TPM and 5S program. Attends in the training program of T.I in order to improve our knowledge and skills. Obeys the policies and procedures of Texas Instruments Phils Incorporated.